Incident Reporting and Investigation Policy

At Wilmington Seahawks Hockey Association Inc. (WSHA), we are committed to fostering a positive, respectful, safe and development-focused environment for all players, families, coaches, and staff. To maintain these standards, we have established this reporting and investigation policy for actual or alleged violations of WSHA policies. This policy is in alignment with the USA Hockey SafeSport Handbook and the Carolina Amateur Hockey Association (CAHA) Rules and Regulations Governing Member Associations.  Our approach prioritizes education, accountability, and progressive disciplinary action and is committed to a fair and transparent process for all parties involved.

Scope

This enforcement policy applies to all individuals associated with WSHA and covers violations of any of WSHA’s policies, including but not limited to:

• WSHA Code of Conduct for Player, Parent/Guardian, Coach, Volunteer/Staff and Spectators
• Locker Room Policy
• Social Media & Digital Communications Policy

Reporting Actual or Alleged Violations

Actual or alleged violations of WSHA policies may include, but are not limited to:

• Player Conduct Violations (e.g., fighting, unsportsmanlike behavior, verbal abuse)
• Parent/Guardian Conduct Violations (e.g., inappropriate conduct at games, harassment of officials, disruptive behavior)
• Coach Conduct Violations (e.g., abuse of authority, failure to follow league policies)
• Official Violations (e.g., bias, inappropriate language, unethical behavior)
• Volunteer/Staff Conduct Violations (e.g., failure to uphold organizational values, inappropriate interactions)
• Locker Room Violations (e.g., physical abuse, bullying, hazing, phone usage)
• Social Media & Digital Communications Violations (e.g., posting inappropriate content, cyberbulling)

Retaliation Will Not Be Tolerated

Retaliation, in any form, against a person who in good faith communicates a concern, makes a complaint, assists with an investigation or otherwise participates in any matter related to this reporting and investigation policy is strictly prohibited and is subject to disciplinary action. 

Retaliation can include, but is not limited to:

• Negative or adverse actions
• Threats, intimidation, harassment or coercion
• Any other conduct that would discourage a reasonable person from raising a concern or participating in any matter related to this policy

Retaliation may be present even where there is a finding that no violation occurred.

How to Report Actual or Alleged Policy Violation or Retaliation

• Complete the WSHA Incident Reporting Form or submit an email to the WSHA Board to board@juniorseahawks.org.
• Reports should be submitted promptly after an incident. Delayed reporting can limit the effectiveness of an investigation and potentially result in others being victimized by the same individual(s).  Reporting an incident as quickly as possible enables action to be taken quickly as possible and is the most effective way to prevent further misconduct .

Provide as much information as possible in your report, including: 

• Date, time, and location of the incident
• Names of individuals involved
• Detailed description of the incident
• Names of witnesses (if applicable)
• Your contact information You may choose to make an anonymous report of your concerns.  Investigation of an anonymous report will be conducted as thoroughly as possible but may be limited by inability to clarify details, gather additional information or contact potential witnesses to the alleged violation.

Investigation Process

Investigation of actual or alleged policy violations will be conducted by the WSHA Board of Directors as promptly as possible after a report has been received and using a structured and objective process:

• Acknowledgment 
• Confirm receipt of the report.
• For allegations of discrimination, notify CAHA Disciplinary/Dispute Resolution Committee
• For allegations of abuse, notify CAHA Screening Committee Chair
• For allegations against officials, notify the appropriate governing body
• Information Gathering 
• Gather relevant information, including video footage, written statements, official reports and/or any other available evidenceCommunicate with involved parties, witnesses, and other individuals deemed to have relevant information 
• An estimated timeline for investigation will be communicated to the involved parties.  If further investigation is required after the initial timeline is communicated then an updated timeline will be communicated to them.
• Decision & Resolution 
• Evaluate evidence collected and determine if a policy violation has occurred.
• If a violation is found, determine corrective and /or disciplinary action based on findings.
• Communicate outcome of the investigation to involved parties while respecting confidentiality

Confidentiality 

All reports and investigations will be handled as confidentially as possible to the extent permitted by law. Involved parties, witnesses, and other individuals who participate in an investigation under this policy are asked to maintain confidentiality of related communications.

False Allegations

Making a knowingly false allegation is prohibited under this policy and subject to disciplinary action.

Corrective and Disciplinary Actions

Disciplinary action may be implemented when an investigation concludes that a policy violation has occurred. Corrective and/or disciplinary actions will be applied based on the severity and frequency of the violation(s), including but not limited to:

• Training or retraining on related policies
• Verbal or Written Warning
• Probationary Period with behavior monitoring
• Temporary Suspension from team activities
• Permanent Removal from WSHA
• Referral to governing bodies (USA Hockey, rink officials, or law enforcement if necessary)

This policy promotes fairness, accountability, and consistency in enforcing all WSHA policies.